Receptionist/Data Entry Clerk

Brazos Valley Food Bank•Bryan, TX

4d•$15 - $18•Onsite

About The Position

The Receptionist/Data Entry Clerk (RDEC) assists with the initial experience of community members with the Brazos Valley Food Bank (BVFB0, whether in person or via the telephone. The RDEC is the first-person visitors to the Brazos Valley Food Bank (BVFB) see (visitors include individuals in need of food, education or training assistance, donors, volunteers, vendors, and/or other members of the community at large). The RDEC is responsible for answering incoming calls and routing those calls to appropriate staff. The RDEC also assists with donor satisfaction, by ensuring 1) accuracy and upkeep of thousands of electronic and/or paper donor files; 2) all donation acknowledgement letters and annual reports are drafted and timely sent to all BVFB’s donors. Other responsibilities include database report generation, filing, and oversight of shared marketing supplies (banners, signs, tablecloths). The RDEC will be called upon to assist with grant proposal requirements and/or assistance in planning and/or execution of Special Fundraising Events. Other duties that may be assigned include social media scheduling, website updates, and other specific clerical work. This RDEC position is 40 hours/week, 8:30 am to 4:30 pm Monday-Friday (with a 30-minute paid lunch). Overtime (time and 1/2) is paid when approved, worked, and needed. Reports to BVFB’s Communications & Events Manager and the Fund Development Manager (RDEC). Hybrid/remote work schedule is not available for this position.

Requirements

High School diploma or GED
Professional customer service skills necessary.
Friendly demeanor necessary.
Strong communication skills, especially verbal. Ability to explain processes as well as facts. Ability to summarize what is being requested.
Ability to communicate equally with people of various backgrounds
Ability to diffuse calls and visitors by being firm and holding boundaries
Ability to physically assist food donors in processing donations (will involve carrying bags or boxes and walking over to the donation center to walk the donor through the process)
Follow-through necessary
Strong organizational skills needed
Ability to calendar important deadlines and dates and understanding of importance in referencing these often
Demonstrated experience organizing paper and electronic files into systems that make sense and have worked for others
Ability to prioritize tasks.
Attention to detail and accuracy necessary.
Takes pride in information being accurate/correct
Enjoy cross checking work, ensuring all fields are filled out
Particular on consistency of data (spelling, spacing, font, etc.)
Strong computer skills, including mail merge, printing envelopes, etc.
Understanding of and ability to navigate database programs
Experience with computer data entry across multiple data entry screens.
Proficient in Microsoft Office Suite Programs and Outlook (Word, Excel, Publisher, PowerPoint)
Past professional email writing and sending needed
Knowledge of clerical and administrative procedures and systems such as paper and electronic filing saving and renaming files on a computer shared drive, etc.
Experience generating reports from the database for review by self and others.
Experience developing clerical systems/processes where none existed before.
Being proactive with action – ability to assess a situation, independently problem-solve and act accordingly
Understanding when to ask clarifying questions.
Ability to problem-solve independently but ask supervisor for assistance when those solutions do not work.
Has demonstrated initiative – takes ownership of responsibilities, makes note of problems, develops possible solutions and proactively shares those with supervisor well before deadlines and/or problems arise.
Must pass a criminal background check prior to hire.

Nice To Haves

Passion for the mission of feeding people. Having experienced the issue of hunger, a plus.
Curiosity about why things are done the way they are done (interested in the bigger picture)
Flexible – ability to pivot tasks when a new need, opportunity or challenge arises
Possess high ethical standards and understand the importance of discretion. Understanding of confidentiality and how to handle situations that include it
Ability to work collaboratively with other staff to complete tasks.
Experience working in a nonprofit setting, a plus.

Responsibilities

Greeting, directing, and redirecting all visitors
Instructing and enforcing all guests that are not volunteers to sign in and sign out
Providing verbal directions to the Volunteer Center for new volunteers; thanking all returning volunteers
Contacting appropriate staff when a guest of theirs [non volunteers] has arrived and seat him/her/them while they wait
Following established procedures for unscheduled visitors - walk-in requests for food, unscheduled food, and fund donations.
Directing visitors to appropriate restrooms
Answering telephone, routing calls to appropriate staff, per Phone Tree provided
Providing directions to BVFB location
Communicating our physical and mailing address and/or fax number
Communicating BVFB hours of operations/confirming days open
Accept incoming mail brought to the Lobby by postal delivery personnel and follow established protocols for next steps
Notify appropriate staff or their supervisor if they are not in to come to the Lobby when a mail delivery service has a package for them to sign [do not sign for staff]
Primarily responsible for accuracy, confidentiality, and upkeep of Donor Customer Relationship Management (CRM), database for managing BVFB’s relationships and interactions with financial donors.
Carefully and accurately input all methods (cash, check, credit card, ACH, gifts of stock, etc.) of monetary gift data and donor information detail (demographics, gift amount, type of solicitation) into computerized, donor database software for gift tracking and acknowledgement, entering oldest to newest gifts.
Follow Accounting & Finance revenue coding for accurate entry into CRM
Ensure safe and confidential storage of all donor information.
Responsible for all updates to electronic donor records in the CRM (address changes, deaths, divorces, do not solicit, etc.). Making sure these requests are also honored/kept up to date in Mailchimp donor email listservs
Act as BVFB’s liaison with Donor Software, troubleshooting issues as they arise.
Report any donor data security or privacy concerns to the Fund Development Manager immediately
Create according to BVFB and IRS requirements, save and print Thank You letters in a timely manner.
Print envelopes, fold and stuff signed letters, and adhere postage.
Generate Annual Donor Statements (monetary) for donors who have requested one, ensuring all previous calendar year donations are entered correctly before generation.
Download donor report files emailing to the Fund Development Manager so that they can review for accuracy before emailing to BVFB’s 3rd party direct mail firm before their deadline
Run weekly reports of database entries for the Fund Development Manager to review and reconcile with Finance weekly deposit reports
Maintain BVFB’s Media tracker of all Media interviews involving BVFB staff.
Upload and save all photos within this system, cataloguing check presentations in a way that all know who is in the photo and when the photos are taken.
When asked by the Communications & Events Manager, organize BVFB electronic photos into categories and into one central location
When asked by the Communications & Events Manager, schedule social media posts in Co-Schedule
Updating the BVFB website according to the Annual Website Audit, tracking Communication analytics monthly and scheduling social media posts according to BVFB’s annual content calendar when asked by Communications & Events Manager
Assist with BVFB’s annual fundraising events
Maintain ongoing inventory of postage, printed letterhead, and envelopes, and reorderable event supplies (like disposable table covering, stickers, balloons, etc.)
Distribute and collect weekly cleaning checklist from janitorial service, providing documents to Distribution Manager for review
Ensure Lobby water cooler is full, replacing when not. Ensure cups are available as well
Document retention of items that require digital copies or filing, as instructed by leadership.
Maintain and upkeep the employee and Board of Directors directory, including sending out updated contact information when changes occur, when appropriate.
Ordering, facilitating process, and sending organization wide Holiday cards
Assist with document imaging across all departments as needed
Communicate effectively, appropriately and in a timely fashion with supervisor
Attend all staff meetings
Attend and come prepared for all supervision sessions with supervisor
Follow all organizational Policies & Procedures
Other responsibilities as assigned